Person & Organization Entry Standards
What? • Establishes standards for use of names • Avoids duplicate and inaccurate records • Designates record stewards • Provides helpful tips for finding, creating, and maintaining records
Why? Quality of data entry = Quality of data integrity Six years since existing guide was updated (formerly known as Name & Address Entry Standards)
Revision of the document • Created and maintained by DIG. Special thanks to: – Lisa Anh Nguyen – Stephen Brouwers – Lindsey Pierce – Jay Anderson – Kathy Bronson – Elizabeth Cole – Sarah Steidl – Chris Sweet – Vanessa Vicente
Do I need to review the new document? YES! …but who? Everyone? • All employees who can access person & organization records in Colleague • DIG will distribute the guide to all new employees as applicable • Managers/trainers should be especially familiar with it
Guide Highlights • Different methods to search for records (helps avoid duplicates) • Formatting standards for names, addresses, phone numbers, etc. • Clarity on which name fields to use for which purposes • Minimal data set required for all person records • Lives in myClackamas under Resources tab
Remaining Needs • Policy and standardization of backdoor registrations – Multiple registration tools/paper forms used, collecting inconsistent/incomplete data • Often no explicit consent provided by student, causing liability concerns – Backdoor registrations contribute to large portion of duplicate records – Many students entering through “backdoor” ultimately pursue credit/degrees/certificates – Inconsistency in use of backdoor versus standard entry process • Continued inclusion of and outreach to Harmony and Wilsonville staff • Ongoing training and reinforcement of importance of this guide • Better use of available technologies, less reliance on manual data entry
Questions?
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